Accounts

Technology Department

Account Management

This is your resource for information on the FUSD eMail system, user account iniformation, access to request forms, and information on FUSD applications accessed online via Citrix. A page table of contents follows:

Request Forms - Account Creation, Changes, and Deletions

Request New Email Account
Request Name Change
Request Group (listserv) Creation/Deletion
Request Citrix Access (for SIRS, ABC Bookstore, CHIP-AZ)
Request TeacherLogicXE Account Creation/Deletion
Request FUSD1.ORG Account Deletion
Request General Help (when in doubt, use this request option).

Account Types and Help Desk Resources

There are several types of user accounts, and corresponding help desks to assist you with your account needs. This section defines help resources for the most common account types.

FUSD MIS/SIS: Responsible for email, SIRS, TLXE, and Citrix (for SIRS, CHIP-AZ, and ABC Bookstore) accounts.

Julie Smith: Contact at 928.527.6151, jsmith@fusd1.org

IMPORTANT: Always use the request forms (at the top of this page) to request assistance with related accounts.

ETC: Hosts the FUSD email and student information systems (accessed via the Internet and Citrix). Related responsiblities include maintaining eMail procedures, conducting eMail training, and resolving printer mapping problems linked to printing from Citrix sessions.

Help Desk: Contact at 928.523.5566 (Ext 3) Mon - Fri 8:00 am - 5:00 pm.
FUSD Technical Services: Responsible for server and workstation accounts.

Work Orders: Submit online at http://10.3.96.156/help/

Amy Sipes: Responsible for server accounts. Contact at 928.527.9730, asipes@fusd1.org.

Marney Chavez: Responsible for PC (e.g., Dell) workstation accounts and workstation software installation/configuration (e.g., MS Outlook client). Contact at 928.527.9183, mchavez@fusd1.org.

Mel Selestewa: Responsible for Apple/Mac workstation accounts and workstation software installation/configuration (e.g., MS Outlook client). Contact at 928.773.4195, mselestewa@fusd1.org.

Dave Carter: Responsible for Instant Messenger (IM) system and individual accounts. He also manages the district Web server. Contact at 928.527.9440, dcarter@fusd1.org.

IMPORTANT: Always submit a work order for workstation and server accounts.

FUSD Support Services: Responsible for Citrix (for IFAS), IFAS, and Employee Online accounts.

Chris Grove: Contact at 928.527.6013, cgrove@fsud1.org.

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Email Account Approval Policy

Only FUSD employees with full- and part-time status are eligible for an email account. Exceptions:

Non-FUSD employees may be approved for an email account if the site administrator justifies, in writing to MIS, the need for the account.

Exceptions include individuals (e.g., volunteers) who play key roles in the school and/or district business and perform duties that require frequent use of email to accomplish said duties.

Site administrators must notify MIS/SIS immediately (e.g., via online request) when such accounts are no longer required.
For security purposes, email accounts are only issued to individuals and by name (e.g., jdoe@fusd1.org ), not to non-person specific entities (e.g., sitelibrary@fusd1.org ), as necessary for accountability. Exceptions:

Non-person specific entities may be approved for an email account if the senior site leader (e.g., principal) justifies, in writing to MIS, the need for the account and names the individual who will be responsible for managing the account.

Exceptions include situations where the public benefits from an email address that doesn't change and/or gains in work efficiency and effectiveness (e.g., Webmaster email accounts).

The individual named to manage the account accepts responsibility and accountability for the account.

Site administrators must notify MIS immediately (e.g., via online request) when such accounts are no longer required.

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Account Processing Timelines

Online requests are reviewed daily, but processing of requests can vary with changing MIS/SIS priorities.

In most cases, requests can be processed within 1-5 business days; however, several additional business days may be needed during peak workload periods and/or surges in online requests.

Webmail

You can access your email account online at http://webmail.fusd1.org.

Enter your username and password as prompted, and then click the Log On button. For the username field, you can enter your user name only or your full email address.

Rumor Control: Many people believe Web access to their email accounts constitutes "the eMail system." Actually, Web access to your email account is one of many benefits we gain through our new email system. In itself, our new Webmail is far superior to our old Webmail in terms of features and online access to calendars, task lists, global address list, etc. These Webmail capabilities, combined with Outlook client capabilities (discussed below), put powerful information and organizational tools at your fingertips, whether you are working on your office PC or are accessing your account over the Internet from anywhere in the world.

Passwords

For security and policy reasons, you MUST change your password when you first login to your new account via Webmail.

To change your password in Webmail, click on the Options button in the bottom-left area of the screen, and then scroll down the page to the right until you see the Change Password button. NOTE: On the password change page, a common mistake is to enter the entire email address in the first field vs. only the username (i.e., sweber is correct, while sweber@fusd1.org is incorrect).

Passwords must be at least six (6) characters, include one (1) special character, include at least one (1) upper case letter, and include at least one (1) number (e.g., MyP$wd1).

Failure to change your initial password in a timely manner may result in the deactivation of your account!

Each user is responsible and accountable for his/her password. Change your password immediately if you believe it has been compromised, as necessary to protect information that could be accessed through your email account.

IMPORTANT: It may not be possible to change your password using a Macintosh/Apple computer, depending on the version of the operating system. If you experience problems changing your password, try again from a computer running Microsoft Windows.

Citrix Users

Changing your Citrix password also changes your email password, and visa versa, because they are one-in-the same account and share the same user name and password.

This only applies to Citrix as it relates to accessing SIRS, CHIP-AZ, and ABC Bookstore. It does not apply to other applications accessed via another Citrix source (e.g., IFAS).

TeacherLogixXE (TLXE) Users

You must have the Outlook client installed on your computer in order to use the TLXE general note email capability, which starts MS Outlook when you want to send a general correspondence to students and/or parents whose email addresses are entered into SIRS.

This TLXE feature will not function with Webmail, though users without the Outlook client installed will still be able to send the Student Summary Report via an email tool built into TLXE.

Outlook Client

There are two options (connection methods) that can be used to set up Outlook client on your work computer:

OPTION 1: Remote Procedure Call (RPC)

OPTION 2: Post Office Protocol Version 3 (POP3)
Careful consideration should be given before selecting an option, particularly Option 2.

Option 1 - RPC: To leverage the full capabilities of our new email system, Outlook client must be set up on your PC using RPC, as defined in these procedures: http://fusdmail.apscc.org/FUSD_rpc.pdf . You MUST have MS Windows XP and MS Outlook 2003, with service pack 2, installed on your computer to perform these procedures. If you do not have this software installed, you must submit a Tech Services work order to have the upgrade accomplished. If you do have the software installed but need RPC assistance, contact your media specialist or submit a Tech Services work order.

OPTION 2 - POP3 : For individuals with old PCs that cannot handle an upgrade to MS Windows XP and/or Outlook 2003, Outlook client can be set up using POP3, as defined in these procedures: http://fusdmail.apscc.org/FUSD_POP3.pdf . POP3 connection WILL allow you to send and receive email and use the TLXE general mail function, but it WILL NOT allow you to take advantage of all the new email system capabilities (e.g., calendar, tasks, public address list, etc.)

RECOMMENDATION: If your computer can handle the upgrade to MS Windows XP and MS Outlook 2003, submit the Tech Services work order to get the most out of our new email system. Only use the POP3 option as a temporary measure should you need immediate use of Outlook client and/or you must wait for a new computer.

A Word about Other Email Clients (e.g., Outlook Express, Entourage)

Outlook Express, a scaled-down email client, may be preferred by a small number of people because they are already familiar and comfortable with the program. However, Outlook Express will NOT provide all the capabilities of the full Outlook client (as defined above).

Individuals can set up Outlook Express using the following procedures: http://fusdmail.apscc.org/pop3_oe.pdf. These procedures are specific to Outlook Express, but their content (i.e., email account values) can be applied to set up other email clients (e.g., Entourage).

CAUTION: Other than the referenced procedures, there is NO technical support within FUSD for these other email clients, so use them at your own risk.

Mailbox Size (Storage Space)

Mailbox size, meaning storage space allowed on the eMail server, is limited to 200MBs per user.

To check your mailbox size in Outlook client, right-click on the mailbox (e.g., Mailbox - Scott Weber) and then left-click on the properties option to display the properties menu. Next, click on the Folder Size button to display the size in KBs, which can be easily converted to MBs by dividing by 1000. For example, 100000KBs = 100 MBs. Important: The Delete and Sent folders are excluded from the calculation results.

Users receive warning messages as they approach the maximum allowed storage space. The messages advise users to reduce the size of their mailboxes, which is usually accomplished by deleting obsolete email.

If a mailbox size exceeds 200MB, all incoming and outgoing mail will be rejected until such time as the mailbox is reduced to acceptable storage limits.

Account Naming Convention - What and Why

The standard naming convention for accounts (usernames) is the first initial of the first name, followed by the last name spelled out. If there are multiple users with the same first initial and last name, a sequential number is appended to the end of these usernames.

ETC (our eMail system provider) established this naming convention, as necessary to effectively and efficiently manage thousands of email accounts for many school districts, including FUSD.

So, how did you end up with a number on the end of your username? When our apscc.org accounts were migrated in mass to the new eMail system, usernames were assigned in the order accounts were processed. For example, the first jsmith was jsmith@fusd1.org, the second jsmith was jsmith1@fusd1.org, etc.

Keep in mind that full names and locations are identified in the global address list, so it is easy to identify email recipients without having to know their email addresses (e.g., Julie Smith in the Admin Center vs. Jamie Smith and DeMiguel).

SPAM

ETC is putting SPAM management tools in place to work with our new (MS Exchange) email system.

Details will be released as capabilities are made available to FUSD users.

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Removing APSCC Email Account Setup in Outlook Client

APSCC email accounts were deleted at the end of the 2006-07 school year.

Accordingly, you may see a prompt for a network password (see example below) when you open Outlook client. This prompt occurs because Outlook client is trying to validate your old APSCC email account, which no longer exists.

To stop this prompt from appearing, delete the corresponding APSCC email account setup via the Tools --> Email Accounts menu options in Outlook client. The account will likely be titled "pc6.apscc.nau.edu".

CAUTION: DO NOT delete your Microsoft Exchange Server email account setup, as this would require you to once again perform the Outlook Client RPC procedures (discussed earlier) in order for your Outlook client to work with the Microsoft Exchange Server.